Return To Setup Steps
Overview
As part of Onboarding, the OptiMantra team can help you upload all of your data - patients, contacts, supplies and services - into the program from Excel or CSV files
If you were using another system and don't have your data, follow our instructions below to export your files from your previous software before importing them into the OptiMantra program
- Note that these guides are based on our experiences supporting customers transitioning from other systems - depending on the system and version you are on, these import steps may not work for you
- If you are having trouble exporting your data, or work with a provider not mentioned here, reach out to their customer support team for assistance or create a ticket for our team
Please use the attached (at the bottom of this article) templates for our team to assist you in importing your data.
Exporting Data from Another EMR, Practice Management or Scheduling System
Export data from your previous system
-
AdvancedMD
Aesthetic Record - Athena
- Cerbo (formerly MDHQ)
- Client Tracker
- Charm EHR
- ChiroTouch
- DrChrono
- Jane App
- MindBody (Booker)
- NextGen
- Office Ally - Practice Mate
- PatientNow
- PatientNow has two export options:
- Practice Better
- Practice Fusion
- Power2Practice
- RXNT
- SimplePractice
- SmartND
- Tebra (formerly Kareo)
- Unified Practice
- Vagaro
- WebPT
- Online Scheduling Programs (Acuity, FullSlate, Genbook and others)
- Don't see your system, we can still help! Just contact us
Import your data into OptiMantra
We're excited to be working with you!
If you have your data files ready to import into OptiMantra, please create a Ticket with our support team and provide the exported Files. Our team will import them to your account for you!
- Excel or CSV format for
- Patient Demographics (required to be able to upload appointments)
- Product List
- Services list
- Contact list and
- Appointments
- PDF format for charts and documents
- CCDA for medical summary
Where will your data go?
- CSV Files
- Patients ---> Patient List
- Product Lists ---> Inventory
- Services List ---> Settings > Service > Services Fee Schedule
- Contacts ----> Settings > Insurance > Contacts
- Appointments ---> Schedule
- A couple notes - Packages will need to be imported manually and Finances are not imported to avoid duplication for accounting purposes
- PDF Charts, Documents, and LABS
- This will appear under each individual patient in the Patient Action Menu > Documents.
- These will not go in to same section as newly created charts/labs.
- See some export specific notes below for specific EHRs.
Export data from your previous system
AdvancedMD
To export your patient demographics from Advanced MD, please follow these steps:
1. Log into Advanced MD, and then click the Reports option on the main menu bar.
2. Select the option Patient Listings, then select Demographics Listings.
3. A new window will appear. At the bottom of this window, select the option to Send to File, and you then want to choose the option for Excel in the drop down menu to the right.
You should be able to export CCD (chart summary) files via:
Tools > Data Portability Export Tool
Aesthetic Record
Export Your Patient List
- Login to AR via web
- Click on "Clients" (or Patients) tab located in the top navigation bar.
- You can always click on the + button and select all the fields you want to display in your export (first name, last name, email, phone number, etc)
- Then click on Import/Export.
- Next choose EXPORT to Excel or export as a CSV.
Submit A Ticket for A Full Export for Patient Charts and Documents
- Request a full export of all patient documentation
- Asthetic Record will provide a single zipfile comprised of individual patient-zipped files (format is firstname_lastname_ARPatientID - which is why it is is helpful to get the demographic export first to match IDs!)
Demographics
Athena unfortunately does not provide an option to export a patient demographics report.
However, they do provide a CCDA export.
We can generate a patient demographics file from the CCDA files, and import your patients, followed by their CCDA files.
Please export the patient CCDA files via:
Settings (gear icon on top right) > Admin (Clinicals) > left pane Other (Manage Data Exports)
You will receive an email once the CCDA export has been completed, and can download the .zip file via the 'Manage Data Exports' page.
Appointments
Athena unfortunately does not provide an option to export an appointments report. However, there is a workaround.
To export appointments from Athena:
Settings (gear icon on top right) > Admin (Schedule) > left pane Scheduling (Manage Appointments)
Select the correct fields > Filter Appointments
Under the provider name, you will see a table with the appointments.
Please highlight 'All?' with left mouse click / drag > click / drag the scroll bar on the right to the bottom of the appts > hold Shift and left click the bottom right corner of the appts table (Notes column). You can then copy and paste this into a blank excel file and share with us.
Cerbo (formerly MDHQ)
Please submit a request with the Cerbo support team for a full export and share the archive file on a Ticket.
Client Tracker
From the Main Menu, select “File” and then “Export Client Data”.
You can export appointments in iCal format, which we can process.
For charts you can request CT support team to give you access to the database to export those in excel or CSV or PDF.
Charm EHR
Exporting Patient Demographics
https://www.charmhealth.com/resources/patient-management/patient-registration.html#export-patient-list
Exporting Appointments
https://www.charmhealth.com/resources/appointments/appointment-reports.html
Exporting Charts & Documents
You can ask Charm support team to export your charts in either XML, PDF, or CCDA format. CSV is the most versatile.
ChiroTouch
Depending on which version of ChiroTouch you’re using, these steps may not be accurate. If you're running into difficulty export your data, reach out to the ChiroTouch team directly for assistance.
Exporting your Customers from ChiroTouch
- Click on Billing/Statement Reports
- Select Data Export
- On the left-hand side, select Patient Data as the export type
- From the filter menu,
- Select Patient First Name, and select Present as the criteria, then click Add
- Repeat for Patient Last Name, Patient Phone Number, and Patient Birth Date.
- Select as many details as you can to ensure you’re retrieving all of your desired demographics
- Click Save
- This will save the custom filter for future use - save this report filter on the computer
- To access the saved filter in the future, click Load on the Data Export screen and select the filter file)
- This saving step only needs to be done for the first patient export
- Select Excel, and then click on Export
- Open the file
- Create the headers (by selecting the first row, then right-click, then Insert), and insert the appropriate headers (Patient First Name, Patient Last Name, DOB, Phone Number).
- There may be a couple of columns containing phone numbers. Choose the column with the cell phone numbers, and label this “Phone number”
- Here is Chirotouch's guide to their data export
Exporting your Appointments from ChiroTouch
You may be able to export appointments with the “Future Schedule By Date” report
- Under the Reports Manager Folder Location: Patients_Appointments, or in the Front Desk Folder Location: Office Reports.
- Here is a complete list of reports in ChiroTouch
Exporting your ChiroTouch Chart Notes
Chart data is exportable for individual patients and not in bulk. ChiroTouch may be able to perform this for you, but most likely at a cost. Reach out to them for further information should exporting individual patients be too cumbersome.
Charts from ChiroTouch can be exported by following these steps:
- Choose your patient
- Go to Dx and then hit the Print button on the right side of the screen
- An options box will appear. Specify the way you would like your chart notes
- Name - Use facility name and address
- Print in chronological order
- Include diagnosis
- Print chart notes (you can choose specific dates, or All)
- Hit OK. Choose to preview on screen
- Hit the Export button and make sure the export type is PDF
- Hit Browse for location
- Name your file - make sure you use the patient first name, last name and date of birth to make sure OptiMantra can properly attribute the file to a patient
Each patient’s chart notes will need to be exported in this manner
Put all your exported PDF files in a zip file, and then upload the single zip file to your OptiMantra import ticket request
DrChrono -
Here is a list of items that can and cannot be exported: https://support.drchrono.com/home/9485578343195-patient-data-export
A. Exporting your patient demographics data
Please follow the instructions here: https://support.drchrono.com/home/200031075-exporting-patient-demographics
B. Exporting your future and past appointments
Please follow the instructions here: https://support.drchrono.com/home/360001353146-generating-an-appointment-report
C. Exporting your patient charts (using Export C-CDA XML)
Please follow the instructions here: https://support.drchrono.com/home/enhanced-c-cda-exporting-bulk-export-and-scheduling-of-export#h_01GEFMWXYCTT3P9SMMCB75QPFT
Please see the following steps from eCW support, to export patient C-CDA (chart summary files).
We can pull demographics data from the C-CDA files, and import your patients, followed by their C-CDA files.
eCW Cloud Customers:
C-CDA Export for Single or Multiple Patients: This option enables customers to export patient C-CDA data through a self-service function in the eClinicalWorks application without any assistance from eCW. For more information about downloading C-CDA, refer to the C-CDA Data Portability users guide, which is available on the my.eclinicalworks.com Customer Portal: Modern View > Knowledgebase > Product Documentation > Documents > Search for "C-CDA". Customers can utilize this option at any time if they have access to the EHR software.
Jane App
Exporting Patient Demographics
This is accessible by those with the Account Owner or a Full Access Staff Profile. The Patient List can be exported to excel from the Reports tab. The report can be filtered by a single practitioner to provide just clients seen by a certain practitioner.
Once filtered appropriately, use the Export button to create an excel file. Save this excel file for upload to the new Jane account (see below).
Note The excel file when exported contains more fields than is viewable in the preview mode. Jane will export every field from the patient profile and also includes a first and last visit field.
Exporting Appointments
Appointments can be exported from this same Reports area. This can be filtered in the same way down to a single practitioner and a date range to include past and future appointments if appropriate.
Export to excel in the same way as with the patient profile. Save this file in excel for upload to the new Jane Account.
For Products and Insurance Policies
You can also run and export the Inventory and Insurance Policies reports for transfer. It’s important to note however that these two reports will contain clinic wide information and cannot be filtered by practitioners. You will have to manually remove any data you don’t want to be transferred from the exported reports.
Insurance Policies
To export the insurance policies, you will go to Reports > Insurance Policies > Export. As mentioned above, this will be every policy for every patient in the account and not practitioner specific.
You can either provide this to the practitioner and request that we filter it specifically to the patient list for only that practitioner, or schedule an import in your own account as the Source Account Owner and provide us that file directly there, and not having to provide the extra information to the practitioner leaving. We will then filter that report and upload only insurance policies pertaining to that practitioner.
Products
You can export this report by going to Reports > Inventory > Export, though you will need to remove the rows of products that you don’t wish to import into the new account before providing that file to us.
Bulk Export of Charts, Files, and Completed Forms
You will need to open a ticket with support@janeapp.com as outlined here: https://jane.app/guide/batch-chart-export-for-practitioners
MindBody (Booker)
To export a Client List:
- Go to the Reports tab, and select Clients from the tabs on the left.
- Select Mailing List in the filter on the top left.
- Choose the group of clients you are interested in from the List Clients menu.
- In the Client’s Opt-in Status menu, choose all clients.
- Choose Clients Only, Prospects Only, or Clients and Prospects from the third row.
- Click Export to Excel to save the list to your computer.
Appointments:
- Go to the Reports tab, and select Schedule Report
- Select Schedule at a Glance.
NextGen
NextGen has two self-export options and a paid option
- Self-export Option 1 - C-CDA Export
- The easiest, and free, option is to export ONC compliant C-CDA files.
- This can be done in bulk, for all patients, directly from the Admin section of the PM system. This will produce a Patient Health Record (PHR) XML format file formatting to C-CDA standards for ALL patients in the system.
- The C-CDA files meet ONC specifications in providing a portable format with clinical history (problems, allergies, medications, vitals, care plans, etc.) that can be viewed in an ONC compliant EMR system.
- However, it does NOT include encounter notes or any documents/attachments.
- Self-export Option 2 - Print Chart Wizard
- Free, but more labor intensive, is the "Print Chart" wizard. This is the 'export it yourself option'
- This will produce a single PDF containing the entire contents of that patient's chart - not just the PHR but all encounter notes, documents/attachments etc.
- It essentially gives you everything that is associated with that patient chart, including copies of all attachments, PDF's, scanned images etc. and outputs it as a single comprehensive PDF file.
- This is a manual process that needs to be done one patient at a time.
- Paid Option - For a fee, NextGen can provide the Download My Patient Records service, which produces a backup to a secure Amazon cloud service.
- The site will contain not only the PHR C-CDA file for each patient, but also read-only copies of all encounters, as well as all documents/attachments in their original format.
- Once the extraction has been completed you will promptly receive instructions and credentials to access the data.
- You must move your data from the temporary cloud site.
For more on NextGen exports, please reference their information sheet: https://www.nextgen.com/legal/2020/ngo-data-extraction-policy
Office Ally - Practice Mate
A. Exporting your patient demographics data
Go to Manage Patients > Reports > Patient List (CSV/Excel Export)
Use Short Record
And use the Last Name filter if the report is timing out to facilitate the extract
B. Exporting your future and past appointments
Two options:
1. Either use the Search By Name:
2. Or, the Monthly View Report:
C. Exporting your products
Go to Manage Office > Lists > Product Inventory
D. To export your Fee Schedules data
Please use the Superbill section > Preview and copy paste your output into Excel
E. To export a CCD archive of all patient records
Switch to the 'EHR 24/7' login > Document Center > Batches > Batch Export > Create New Batch (Document Type: CCD, Batch Type: On Demand) > choose a date range of several years, so everything is exported
The request will go into the 'Batches In Progress' tab, and according to Office Ally, 'Batches could take up to a day to process all the data'
Once it goes into 'Completed Batches', it's ready for download.
PatientNow
PatientNow has two export options:
- SQL Export: We provide every client 1 complete database export at no charge, with each additional costing $2,500. This comes through SFTP in an SQL format, which we typically recommend queueing when the software is no longer in use. We can make the exception if it is needed sooner than the end of a contract.
-
CSV Export: $2500, comes in .csv format and is a more organized format. Things such as Quotes/invoices/appointments/
etc will all be presented in their own spreadsheet rather than in one entire database file.
Please note that our team has created custom scripts to load the PatientNow free export, so we can offer a custom load of your SQL export - that is, you do not need to pursue the CSV paid export.
- Processing the SQL export requires custom development by the OptiMantra team for every practice, so we do charge for this service but offer it near-cost to save you as much as we can during your transition (exact pricing depends on size of data but is less than $1000).
- OptiMantra exports its data as CSV exports so your data will be converted to a more usable format for the future as well.
Practice Better
To export patient demographics data from Practice Better
- You can also export your client contact information (first name, last name, email, etc) as a spreadsheet to keep for your records or to import into your campaign management tool.
-
Head over to My Clients, then click Export contacts from the Fast Action Button:
To export additional information, please contact their team for a bulk export (this article only covers how to export individual client records).
Practice Fusion
We are able to import the EHI export from Practice Fusion. Here is the article how to export that: https://help.practicefusion.com/s/article/how-do-i-create-an-ehi-export
Power2Practice
Please submit a request with the P2P support team for a full export and share the archive file on a Ticket.
RXNT
To export patient demographics:
https://help.rxnt.com/hc/en-us/articles/1500003556281-EHR-Reports#h_01HEJZ9CC2K4WKSS9V6BG0AYXV
'Patient List Report' > 'Full patient list'
To export CCD files:
https://help.rxnt.com/hc/en-us/articles/11545575011991-Chart-Summary#download-ccd-0-5
'Download CCD'
SimplePractice
Exporting Patient 'Details' and 'Demographics'
- Scroll down to the Clients & Appointments section
- Click on Client details
- Click the Export button in the top-right corner
- Select CSV or Excel from the dropdown (either is fine)
- In Reports, scroll down to the Clients & Appointments section
- Click on Client demographics
- Click the Export button in the top-right corner
- Select CSV or Excel from the dropdown (either is fine)
Exporting Charts
https://support.simplepractice.com/hc/en-us/articles/207625506-Data-export-Exporting-client-information#exportingg
- Navigate to Settings > Data Export
- Click Export client data
- Select all clients for one clinician
- Click Export
SmartND
To export a Patient List: https://guide.outsmartemr.com/export-data/
For chart notes and appointments, please submit a request with the Outsmart support team.
Tebra (formerly Kareo)
Exporting Patient Demographics
Plus + sign on top left > Clinical Reports > 'Patient List' from drop-down > 'Date Range' from when you started Kareo until today > 'All Providers' from drop-down (or a single provider's patients) > 'Display Results' check all > Run Report > Print Report > Save the PDF
**Please note that Kareo is only able to export patient 'Age', and not 'DOB'. We asked about DOB, and Kareo replied that they currently do not have that feature.
Exporting Appointments
> Reports > Appointments report and export to Excel
Exporting Charts
Practitioner icon on upper right > Practice Settings > Data Management > Export Patient Data > Run Export
Exporting Documents
Please ask the Kareo support team to export your patient documents in batch. They can only be exported individually within Kareo.
Four squares on top left > Documents
Here is a helpful page -
https://helpme.kareo.com/Data_Services/Data_Services%3A_Export
Unified Practice
To export a Patient List:
- Go to Reports > Patient Summary.
For chart notes and appointments, please submit a request with the UP support team.
Vagaro
Exporting patients:
https://support.vagaro.com/hc/en-us/articles/360006371094-Export-Your-Customer-List
Exporting appointments:
https://support.vagaro.com/hc/en-us/articles/360000550993-Appointments-Summary-Report
Exporting SOAP notes:
Please ask Vagaro support to provide SOAP notes in a single csv file, based on this criteria:
-Date of visit
-Patient ID
-First Name
-Last Name
*even first and last combined would work
-SOAP columns
WebPT
You can export patients and appointments from the reporting section.
For charts, documents, please request an archive of your data from the WPT support team.
Online Scheduling Programs (Acuity, FullSlate, Genbook and others)
Client List and Appointments - you can pull a CSV or Excel report from the report section.
Coming From Paper?
If you're coming from paper, ask your patients to update their demographics, re-sign their consents, add medication summaries, and clinical profiles in OptiMantra so you have them in a digital format - this is a quick process and will save you a work
For digitizing old files, scan them directly into the patient chart under the patient's Documents.
You can also fax them to your integrated OM fax number and then drop them into the patient record, but note that fax pages above your contracted amount will be billed at 8 cents per page.
FAQs
1. What happens to my data when I export from the EMR system?
Once you export data from your EMR system, it typically continues to be stored in that EMR itself for reference. If you need access to any information from your charts or invoices before transitioning to a new system, you should be able to retrieve it from the EMR during the transition period. However, it's essential to verify with the specific EMR provider regarding their data retention policies during any transition.
Note that any new data you create in your existing EMR will not be part of the export - so either start using OptiMantra as soon as the download occurs, or note that any new notes and patients created after export will need to be transferred individually by you or your team (usually a pretty quick process).
2. If the exported data stored on my computer temporarily, could it inadvertently end up in non-compliant locations, like cloud storage?
If your computer automatically backs up to cloud storage, there's a possibility that the data could be uploaded there. In that case, we recommend turning off the cloud sync before you download your data.
For any downloads, please upload the data to the secure destination (either our ticketing system or an upload link our team will provide in the ticket, for very large files) and delete it from your local storage. Ensure that you also delete it from your trash or recycle bin to prevent any accidental exposure of sensitive information.
3. If given the option to choose between CSV or Excel format during export, which should I select?
The choice between CSV and Excel format shouldn't impact the data transfer process. However, for very large files, Excel files are automatically compressed, potentially resulting in faster downloads.
4. When is the best time to perform the data export?
We recommend conducting the data export during weekdays when support services are readily available to assist in case of any issues. Planning the export on a Wednesday or Thursday allows time for data verification and addressing any data quality concerns, and then a load over the weekend. Please coordinate with our team so we can schedule your import since we have limited weekend data load slots available! You can reach out to us through ticket (or by calling 866-868-5070 for any questions).
We work as hard as possible to quickly validate, clean and load your data for you - but please note that depending on data quality and volume the required processing time can vary significantly, and we cannot predict how long the data load will take.
Note
If you are looking to export data from OptiMantra, please visit the following article: /hc/articles/42341553632404